TERMS OF REFERENCE (TOR) FOR ASSESSMENT OF THE END-TO-END SUPPLY CHAIN CAPACITY ENHANCEMENT SUPPORT, HUMAN RESOURCE CAPACITY REVIEW AND CLIENT FEEDBAC
Closing date: 7 Nov 2022
1.1 Summary
1.1. Purpose: To procure consultancy services for assessment of the end-to-end supply chain capacity enhancement support, human resource capacity review and client feedback mechanism
1.2. Donor: Global funds HIV Grant
1.3. Duration: 40 working days
1.4. Estimated Dates: 1st December 2022 to 25th January 2023
1.5. Scope: End-to-end supply chain assessment and human resource capacity for 8 regions and HQ Office.
1.6. Deliverables: Assessment of the end-to-end supply chain capacity enhancement support, human resource capacity review and client feedback mechanism
1.7. Management Team: KRCS and Global Fund Unit.
1.2 Description of the project
Kenya Red Cross Society (KRCS) wishes to procure the services of consultants to conduct in-depth assessment of the end-to-end supply chain capacity enhancement support, human resource capacity review and client feedback mechanism for its existing supply chain with the aim of enhancing the supply chain management. The project is to support the expanded reinforcement of key aspects of health systems, supply chains and community-led response systems to address advocacy, services, accountability and human-rights based approaches to address COVID-19-related risk mitigation measures for programs to fight HIV/AIDS, tuberculosis and malaria.
The assignment would include exploring the width and depth of gaps and challenges impacting all realms of KRCS supply chain to help us innovate and re-think supply chain risk through a balance of efficiency, effectiveness and resiliency.
1.3 Background
Kenya Red Cross Society (KRCS) is the non-state Principal Recipient (PR) for the Global Fund HIV Grant, running from July 2021 to June 2024 (NFM3). The goal of the grant is to contribute to the attainment of universal health coverage through comprehensive HIV prevention, treatment and care for all people in Kenya while the objectives is to reduce new HIV infections by 75%. reduce AIDs related mortality by 50% and reduce HIV related stigma, discrimination to less than 25% and management of COVID-19 pandemic.
COVID-19 is having a catastrophic impact on the most vulnerable communities around the country and is threatening decades of progress in the fight against HIV, TB and malaria. The Global Fund support partners, countries and communities to fight COVID-19, adapt lifesaving HIV, TB and malaria programs, and reinforce fragile systems for health. Through the COVID-19 Response Mechanism (C19RM), the Global Fund is now the primary channel for providing grant support to low- and middle-income countries for COVID-19 tests, treatments (including medical oxygen), personal protective equipment (PPE) and critical elements of health system strengthening.
In view of strengthening health systems, as a leading humanitarian organization sustainably promoting the well-being, health and resilience of communities, the PR intends to enhance humanitarian supply chain capacity, systems, client feedback mechanism as well as human resource capacity.
1.4 Current situation
KRCS facilitate communities to respond to humanitarian emergencies to alleviate human suffering and work with partners to implement innovative community driven programmes that transform lives and enhance community resilience.
Kenya Red Cross acts as an auxiliary to the government in relief management. It has a robust supply chain network in all the 47 counties with regional hubs (branches) to enhance turnaround time for donations. KRCS oversee procurement, warehousing and distribution of relief supplies to the targeted beneficiaries
KRCS is pivotal in disaster management and endeavors to employ practical and innovative results-oriented solutions that are dynamically adapted to changing and evolving humanitarian and development needs. KRCS also provides health nutrition and social services focusing on primary health care; a most efficient and cost-effective way to achieving universal health coverage in a gender responsive, protective and inclusive lens.
The PR intends build a strategic and agile humanitarian supply chain to improve the position of KRCS as a partner of choice in the humanitarian sector through assessment of end-to-end supply chain capacity and supply optimization through, logistics, end-to-end visibility, innovations and evolution initiatives.
2.0 Consultancy
KRCS seeks the services of consultants to assess end-to-end supply chain capacity using the maturity models, human resource capacity review and client feedback mechanism. The consultant will review supply chain maturity including strategy and compliance of the principal recipient (PR) and sub-recipient (SR) in all the regions namely; North Rift, South Rift, Coast, Lower Eastern, Upper Eastern, Western Kenya, Headquarters (HQ)-Nairobi, and North Eastern. The consultant will also assess human resource capacity and customer feedback mechanism.
2.1 Purpose
To respond to this intent, KRCS is seeking to recruit qualified and experienced consultants/firms for a short-term contract to assess the end-to-end supply chain capacity (strategy and compliance), human resource capacity review and client feedback mechanism. The specific support includes and not limited to the following;
- Consultancy Category 1: Strategy and compliance review of the PR and SR Supply Chain Capacity and Systems
- Policies and strategies for strengthening procurement, warehousing and distribution at PR and SR and process of alignment to meet emerging needs.
- Supply optimization through, logistics, end-to-end visibility, innovations and evolution initiatives.
- Procurement turnaround, commodities quality assurance and cost efficiency through economies of scale
- Warehousing Capacity and Good Distribution Practices including the warehouse output and the supply chain lead time, consistency, and adequacy of supplies to the beneficiaries.
- Commodity safety and security at procurement, warehousing, and distribution including at last mile.
- Supply chain management information systems effectiveness for commodity forecasting, quantification, ordering, logistic monitoring, commodity reporting and application of automated end-to-end operations, Logistic Management System (LMS) for online ordering and enterprise resource planning (ERP).
- Commodities procurement, warehousing, and supply chain business processes re-engineering.
- Change management orientation to accommodate emerging supply chain trends.
- Status in supply chain capacity building, knowledge management, knowledge exchange and performance culture of the PR and SR.
- SR/DIC status in quantification, planning, forecasting and reporting on medical commodities to ensure a seamless supply chain
- Systems for dealing with commodities wastage, losses, and expired commodities including the modalities of disposal at PR, SR and health facilities.
- Towards Commodity safety and security compliance,An organization wide OSH policy, safety training and awareness, personal protective equipment, safety infrastructure especially warehousing, fire safety, housekeeping, material and commodity safety among others interventions
- Adequacy of ICT system etc.
- Consultancy Category 2: Clients Feedback (Suppliers, Staff and Users)
- VOC - Voice of customer
- Feedback mechanism (Collection, Analysis and Feedback Application)
- Conflict resolution
- Developing employees’ incentive schemes etc.
- Consultancy Category 3: Human Resource Capacity Review in a sample of the 65 sub recipients, the KRCS 8 regions and 1 HQ office
- Governance and leadership
- Employee engagement
- Human Resource Capacity (Budgets, Staffing)
- Workload analysis and skills assessment in the ever-changing humanitarian supply chain environment etc.
2.2 Objectives of the Consultancy
The Overall Objective of the Consultancies are to assess (1) end-to-end supply chain capacity (strategy and compliance), (2) client feedback mechanism and (3) human resource capacity review
The Specific Objectives
Consultancy Category 1: The specific objectives of the consultancy in Category 1 (End-to-End Supply Chain Capacity -strategy and compliance) include the following:
- Assessment of KRCS-PR end to end supply chain processes – detailed progression in supply chain maturity.
- Assessment of SR supply chain capacity (Procurement, Warehousing and Distribution)
- Strategy and compliance review of the supply chain system and processes
- Development of the KRCS supply chain strategy to be in line with the current changes in the humanitarian supply chain context and the overall organizational strategic objective.
- Develop KPIs for the different units in line with the strategy
- Optimization, update, dissemination, and operationalization of the existing infrastructure. These include the policies and manuals in place for the different units within the department.
- Training for the technical staff in the different units i.e., quality assurance, quality control, and space optimization for warehouse staff, ERU, and transport/fleet management for fleet units.
Consultancy Category 2: The specific objectives of the consultancy in Category 2 (Client Feedback Mechanism) include the following:
- Customer feedback mechanism
- Voice of customer
- Conflict resolution
- Developing employees’ incentive schemes etc.
Consultancy Category 3: The specific objectives of the consultancy in category 3 (Human Resource Capacity Review) include the following:
- Human resource capacity in HQ and the regional offices
- Workload analysis and skills assessment in the ever-changing humanitarian supply chain environment etc.
- Change Management
- Employee engagement
NOTE: KRCS intends to award the consultancy per category.
2.3 Expected Outcomes of End-to-End Supply Chain Capacity Assessment (Strategy, Compliance, Human Resource and Customer Feedback Mechanism
Overall outcome- To build a strategic and agile humanitarian supply chain to improve the position of KRCS as a partner of choice in the humanitarian sector through assessment of end-to-end supply chain capacity and supply optimization through, logistics, end-to-end visibility, innovations and evolution initiatives
Category 1 – Specific Outcomes
- Build internal capability to internalize improvement practices
- End- to-end supply chain capacity enhancement
- Establish a "plan of action" for gaps and bottlenecks identified *Baseline survey gaps, *Compliance review gaps
- Compliance review of our daily operations and transaction paperwork against policies, procedures, and manuals.
- Identify quick gains which are achievable
Category 2 – Specific Outcomes
- Customer feedback mechanism
- Conflict resolution mechanism
- Identify quick gains which are achievable
Category 3 – Specific Outcomes
- Activate people engagement process for culture building and sustenance
- HR Capacity Enhancement.
- Develop leadership competence to lead and manage change
- Compliance review of our daily operations and transaction paperwork against policies, procedures, and manuals.
- Identify quick gains which are achievable
2.4 Scope of work
The consultant will be required to assess the entire supply chain of KRCS and the sub-recipients (SR) by reviewing the strategy and compliance of both PR and SR in view of enhancing supply chain processes in HQ, Regions and at SR level.
The consultant will use existing literature reviews, data analysis of existing records, observations at workplaces, key informant interviews and focus groups discussions with staff, and stakeholders, and one-to-one discussions with members of leadership team
2.5 Duration of the assignment
The assignment should be completed within 40 consecutive working days after signing the Agreement/Contract, including inception meeting, inception report, review of relevant materials, development of drafts and review and finalization of the referral document and referral map.
2.6 Deliverables
The key deliverables for the assignment are as follows:
- Inception report, prepared after an inception meeting with final work plan and timelines as agreed on with KRCS.
b) End-to-end assessment report and proposed implementation framework.
- Support the development of ERP or WMS upgrade proposal under NSD
- Establish a risk management approach
- Train Logistics personnel on updated warehouse policies and procedures.
c) Referral documents and all other materials related to this assignment.
2.7 KRCS Deliverables
KRCS shall avail relevant reference materials, review drafts and provide comments to the consultant. The roles will be further defined at an inception meeting.
2.8 Qualification of the consultant
a) Functional Competencies:
- Expert knowledge on Supply Chain Management, Compliance and Human Resource Management
- Knowledge and Experience in Humanitarian Supply Chain Management
- Experience in conducting research and desk reviews;
- Excellent ability to write and articulate issues in a concise language;
- Advanced Degree in one of the following:
a. Supply Chain Management
b. Project Management
c. Human Resource Management
d. Management information systems
All Bidders are required to meet the following minimum requirements in order to qualify for submission of their proposal:
- Previous experience in similar assignments.
- Capability of the assessment team: Team member(s) shall relevant experience as stated above.
- Attachment of all supportive documents with the technical proposal is required.
2.9 Application Requirements
Application materials shall include:
- A written response to this TOR in terms of a proposal detailing the technical understanding of the task, proposed methodologies of execution of the assignment, expected activities and deliverables, proposed work plans with schedule, and financial bids. See Annex 1
- Detailed CVs of all professional (s) who will work on the assignment. If there is more than one consultant on the proposed team, please attach a table describing the level of effort (in number of days) of each team member in each of the assignment activities. See Annex 3.
- Professional references: please provide at least three references from your previous clients in the last three (3) years and full contact details of the referees
3.0 Submission of proposal
The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. Team composition should conform to Annex 3
Bidders should provide technical and financial proposal in two separate folders clearly marked “Technical Proposal” and “Financial Proposal” and emailed to tenders@redcross.or.ke clearly marked in the subject line.
“Tender Number –GFPREQ01955 - Consultancy Services for Assessment of End-to-End Supply Chain Capacity Enhancement”
The Proposal should be addressed as below and emailed to tenders@redcross.or.ke by 07th November 2022
Chairperson
Tender Committee
Kenya Red Cross Society
ANNEX 1: RESPONSE PROPOSAL FORMAT (Provide for each category)
- Introduction: description of the firm, the firm’s qualifications and statutory compliance (1 page)
- Back ground: Understanding of the project, context and requirements for services, (2 pages)
- Proposed methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment. (5 pages)
- Firms experience in undertaking assignments of similar nature and experience from the geographical area for other major clients (Table with: Name of organization, name of assignment, duration of assignment (Dates), reference person contacts-2 pages
- Proposed team composition (As per annex 3)-1 page
- Work plan (Gantt chart of activity and week of implementation)-1 page
- Recommendation letters for previous similar assignment.
ANNEX 2: BUDGET TEMPLATE
The firm shall only quote for the items below as KRCS will manage all other related costs (professional fees and administration expenses) as all other cost will be catered for by KRCS. Quote for each assignment separately;
1*) Strategy and compliance review of the PR and SR Supply Chain Capacity and Systems 2) Clients Feedback (Suppliers and Users) 3)* Human Resource Capacity Review in 8 regions and 1 HQ office.
Item
Unit
# of Units
Unit Cost
Total Cost (Ksh.)
Consultancy Category 1: Strategy and compliance review of the PR and SR Supply Chain Capacity and Systems
Professional fees
Administration expenses
Sub Total
Consultancy Category 2: Clients Feedback (Suppliers and Users
Professional fees
Administration expenses
Sub Total
Consultancy Category 3: Human Resource Capacity Review in 8 regions and 1 HQ office.
Professional fees
Administration expenses
Sub Total
NOTE: A consultant/firm can apply for one or more categories separately.
ANNEX 3: PROPOSED TEAM COMPOSITION TEMPLATE
Name of Team Member
Highest Level of Qualification
General Years of
Experience related to the task at hand
Number of days to be engaged
Roles under this assignment
Category 1
Category 2
Category 3
NOTE: Specify the qualifications per category
ANNEX 4: TENDER EVALUATION CRITERIA
A four-stage evaluation procedure will be used to evaluate all proposals from bidders. The total number of points which each bidder may obtain for its proposal is:
1. Mandatory Requirements
The proposal shall be evaluated based on its adherence to the following compulsory requirements, this applies to both local and international firms and individuals.
Document/ Requirements
Tax compliance certificate
Certificate of incorporation/registration (for firms)
PIN certificate
Proceed to next stage (Yes / No)
- Technical Proposal 50 marks –Proceed to the next stage
- Oral presentation 50 marks –Proceed to next stage
- Financial Proposal -The lowest responsive bidder will be awarded
2. Evaluation of the Technical Proposal
The technical proposal shall be evaluated on the basis of its responsiveness to the TOR. Specifically, the following criteria shall apply:
Criteria
Maximum points
Bidders score
Remarks
(1) Introduction:
Description of the Firm and the Firm’s Qualifications.
10
(2) Background: Understanding of the project, context and requirements for services
5
(3) Proposed Methodology: The proposed methodology MUST provide an indication of its effectiveness and added value in the proposed assignment.
10
(4) Firms Experience in undertaking assignments of similar nature and experience from related geographical area for other major clients
- Provide a summary and supporting information on overall years of experience, and related technical and geographic coverage experience
- Provision of 3 recommendation letters for similar assignment.
10
(5) Proposed Team Composition:
- Tabulate the team composition to include the general qualifications, suitability for the specific task to be assigned and overall years of relevant experience to the proposed assignment.
- The proposed team composition should balance effectively with the necessary skills and competencies required to undertake the proposed assignment.
- Lead Consultant Qualifications – should be as per the TOR
- Provide CVs for key Consulting team
10
(6) Work Plan: A Detailed logical, weekly work plan for the assignment MUST be
provided.
5
Total Score out of 60
50
50
The bidders with at least a score of 35 (70%) from the technical evaluation, will proceed and invited for the second stage - oral presentation.
3. Oral Presentation
Criteria
Maximum points
Bidder’s Score
Remarks
Understanding of the assignment
10
Understanding of the methodology
10
Experience in undertaking similar assignment
10
Qualifications of the teams to execute the assignment
10
Presentation of previous similar assignment (Organization will be required to show/present 3 previous completed assignments at the oral stage) –Submission of both soft and hard copies
10
Total Score out of 30
50
50
The bidder that will score 70 out of 100 (70%) for the combined technical and oral evaluation scores will proceed for the financial opening.
4. Evaluation of the Financial Proposal
The bidder with the lowest financial proposal will be awarded the tender. The prospective bidders can participate in all the categories and the lowest responsive proposal will be awarded per category.
NOTE: KRCS intends to award the consultancy per category.
How to apply
The Technical Proposal MUST be prepared in conformance to the outline provided in Annex 1 while the financial proposal shall conform to the template provided in Annex 2. Team composition should conform to Annex 3
Bidders should provide technical and financial proposal in two separate folders clearly marked “Technical Proposal” and “Financial Proposal” and emailed to tenders@redcross.or.ke clearly marked in the subject line.
“Tender Number –GFPREQ01955 - Consultancy Services for Assessment of End-to-End Supply Chain Capacity Enhancement”
The Proposal should be addressed as below and emailed to tenders@redcross.or.ke by 07th November 2022
Chairperson
Tender Committee
Kenya Red Cross Society
The full tender document can be accessed via the Kenya Red Cross Society website on the link above.